BIDCO AFRICA LIMITED PRIVACY POLICY

Data Privacy Statement

1. Introduction

1.1 Bidco Africa Limited (this includes all its subsidiaries, affiliates and regional companies) is committed to protecting the privacy of your personal information. This Privacy Statement describes how Bidco Africa Limited (“Bidco”) protects personal data it processes, why and how we collect and use your personal data and how you can exercise your rights in relation to the processing of your personal data.
1.2 For purposes of this Privacy Statement, "you" and "your" means you as the user of the Services, whether you are a customer, supplier, agent, merchant, dealer, website visitor, a visitor frequenting any of Bidco’s premises or any other individual whose information we have collected pursuant to this Privacy Statement and “Personal data” means any information relating to an identified or identifiable natural person.
1.3 Bidco is both a controller and a processor in respect of personal data it processes in connection with the services provided under the relevant engagement with its various customers. As a Data Controller and a Data Processor, Bidco collects personal data directly from the Data Subject or indirectly through service providers and other third parties.

Please read this Privacy Statement carefully. By using and accessing any of the Services, you agree to the collection, use and disclosure of your information as described in this Privacy Statement. If you do not agree to this Privacy Statement, please do not use or access any of the Services.

2 . Categories of Data

Categories of Personal Data as defined in the Data Protection Act of Kenya may be processed depending on the particular types of products and services you have subscribed to.

3. Lawful Basis for processing your information

We will process your personal information based on any of the lawful basis provided for under the Data Protection Law: –

4. How We Collect and Use Your Personal Information

4.1 To provide our Services, we collect personal information about you from a variety of sources, as set out below. The information that we collect and use varies depending on how you interact with us.
4.2 In addition to the specific uses set out below, we may use information we collect about you to communicate with you, provide or improve the Services, comply with any applicable legal obligations, enforce any applicable terms of service, and to protect or defend the Services, our rights, and the rights of our users or others.

5. What Personal Information We Collect

5.2 Information We Collect Directly from You

a.) Bidco collects information directly from you when you: –

i.) Apply for a product or service from us.
ii.) Interact with our website or attend a Bidco event.
iii.) Apply for a position at Bidco.
iv.) Contact us with a complaint or query.
v.) Engage with us over social media.
vi.) Register with or use any of our websites or applications
vii.) When you visit any of our premises.

b.) Information that you directly submit to us through our Services may include: –

i.) Contact details including your name, address, phone number, and email.
ii.) Order information including your name, billing address, shipping address, payment confirmation, email address, and phone number.
iii.) Account information including your username and other relevant information.
iv.) Customer support information including the information you choose to include in communications with us, for example, when sending a message through the Services.
v.) Some features of the Services may require you to directly provide us with certain information about yourself. You may elect not to provide this information, but doing so may prevent you from using or accessing these features.

5.3 Information We Collect about Your Usage

We may also automatically collect certain information about your interaction with the Services (“Usage Data”). To do this, we may use cookies, pixels and similar technologies (“Cookies”). Usage Data may include information about how you access and use our Site and your account, including device information, browser information, information about your network connection, your IP address and other information regarding your interaction with the Services.

5.4 Information We Obtain from Third Parties

We may obtain information about you from third parties, including from vendors and service providers who may collect information on our behalf, such as: –

a.) Companies who support our Site and Services.
b.) Our payment processors, who collect payment information (e.g., bank account, credit or debit card information, billing address) to process your payment in order to fulfil your orders and provide you with products or services you have requested, in order to perform our contract with you.
c.) When you visit our Site, open or click on emails we send you, or in-teract with our Services or advertisements, we, or third parties we work with, may automatically collect certain information using online tracking technologies such as pixels, web beacons, software developer kits, third-party libraries, and cookies.

Any information we obtain from third parties will be treated in accordance with this Privacy Statement. Also see the section below, Third Party Websites and Links.

6. How We Use Your Personal Information

6.1. Know your Customer (KYC) and Customer Due Diligence (CDD).
6.2. Providing Products and Services. We use your personal information to provide you with the Services in order to perform our contract with you, including to process your payments, fulfil your orders, to send notifications to you related to your account, purchases, returns, exchanges or other transactions, to create, maintain and otherwise manage your account, to arrange for shipping, facilitate any returns and exchanges and other features and functionalities related to your account.
6.3. Marketing and Advertising. We may use your personal information for marketing and promotional purposes, such as to send marketing, advertising and promotional communications by email, text message or postal mail, and to show you advertisements for products or services. This may include using your personal information to better tailor the Services and advertising on our Site and other websites. You may contact us at any time to opt out of receiving marketing messages. If you opt out, we may still send you non-promotional emails, such as those about your account or orders that you have made.
6.4. To allow you to participate in competitions, prize draws and similar promotions, and to administer these activities. These activities have additional terms and conditions, which will contain more information about how we use and disclose your Personal Information.
6.5. Security and Fraud Prevention We use your personal information to detect, investigate or take action regarding possible fraudulent, illegal or malicious activity. If you choose to use the Services and register an account, you are responsible for keeping your account credentials safe. We highly recommend that you do not share your username, password, or other access details with anyone else. If you believe your account has been compromised, please contact us immediately.
6.6. Communicating with You and Service Improvement. We use your personal information to provide you with customer support and improve our Services. This is in our legitimate interests in order to be responsive to you, to provide effective services to you, and to maintain our business relationship with you.
6.7. Carrying out research and data analysis. This includes analysis of our customer base and other individuals whose Personal Information we collect, complete market research including customer satisfaction surveys and assessing the risks faced by our business, in accordance with applicable law (including obtaining consent where required).
6.8. Managing our business operations and IT infrastructure. We use your personal information in line with our internal policies and procedures, including those relating to finance and accounting, billing and collections, IT systems operation, data and website hosting, data analytics, business continuity, records management, document and print management, and auditing.
6.9. Compliance with applicable laws and regulatory obligations .We use your personal information to comply with any legal, governmental or regulatory requirement or for use by our lawyers in connection with any legal proceedings.
6.10. Establishing, enforcing and defending legal rights. We use your personal information to protect our business operations, and those of our subsidiaries, affiliates, regional companies and business partners and to secure our rights, privacy, safety or property, and that of our subsidiaries, affiliates, regional companies and business partners, you, or other individuals or third parties; to enforce our terms and conditions; and to pursue available remedies and limit our damages.
6.11. Managing complaints, feedback and queries and handling requests for data access or correction, or the exercise of other rights relating to Personal Information.

7. Cookies

7.1. Like many websites, we use Cookies on our Site. We use Cookies to power and improve our Site and our Services (including to remember your actions and preferences), to run analytics and better understand user interaction with the Services (in our legitimate interests to administer, improve and optimize the Services). We may also permit third parties and services providers to use Cookies on our Site to better tailor the services, products and advertising on our Site and other websites.
7.2. Most browsers automatically accept Cookies by default, but you can choose to set your browser to remove or reject Cookies through your browser controls. Please keep in mind that removing or blocking Cook-ies can negatively impact your user experience and may cause some of the Services, including certain features and general functionality, to work incorrectly or no longer be available. Additionally, blocking Cook-ies may not completely prevent how we share information with third parties such as our advertising partners.

8. How We Disclose Personal Information

8.1. Our employees have access to and process personal data based upon the "need to know" principle. In other words, they have access to per-sonal data where this is necessary in order to do their job.
8.2. In certain circumstances, we may disclose your personal information to third parties for contract fulfilment purposes, legitimate purposes and other reasons subject to this Privacy Statement. Such circumstances may include: -

a.) With vendors or other third parties who perform services on our behalf (e.g., IT management, payment processing, data analyt-ics, customer support, cloud storage, fulfilment and shipping).
b) With business and marketing partners to provide services and advertise to you. Our business and marketing partners will use your information in accordance with their own privacy notices.
c.) When you direct, request us or otherwise consent to our disclo-sure of certain information to third parties, such as to ship you products or through your use of social media widgets or login integrations, with your consent.
d). With our affiliates or otherwise within our corporate group, in our legitimate interests to run a successful business.
e). In connection with a business transaction such as a merger or bankruptcy, to comply with any applicable legal obligations, to enforce any applicable terms of service, and to protect or de-fend the Services, our rights, and the rights of our users or others.
f.) With Law-enforcement agencies, regulatory authorities, courts or other statutory authorities in response to a demand issued with the appropriate lawful mandate and where the form and scope of the demand is compliant with the law
g.) With Debt-collection agencies or other debt-recovery organisations.

8.3. Personal Information may also be shared by you on message boards, chat, profile pages and blogs, and other platforms to which you are able to post information and materials (including, without limitation, our Social Media Content). Please note that any information you post or disclose through these services will become public information and may be available to visitors and users of the platforms and to the general public. We urge you to be very careful when deciding to disclose your Personal Information, or any other information, when us-ing the platforms.
8.4. We do not use or disclose sensitive personal information without your consent or for the purposes of inferring characteristics about you

9. Third Party Websites and Links

9.1. Our Site may provide links/hyperlinks to websites or other online plat-forms published or operated by third parties who are not affiliated with or in any way related to us. These hyperlinks have been included in our website to enhance your user experience and are presented for information purposes only.
9.2. If you follow links to sites not affiliated or controlled by us, you should review their privacy and security policies and other terms and condi-tions. By clicking on a hyperlink, you will leave the Bidco webpage and accordingly you shall be subject to the terms of use, privacy and cookie policies of the other website that you choose to visit. We do not guarantee and are not responsible for the privacy or security of such sites, including the accuracy, completeness, or reliability of information found on these sites.
9.3.Information you provide on public or semi-public venues, including information you share on third-party social networking platforms may also be viewable by other users of the Services and/or users of those third-party platforms without limitation as to its use by us or by a third party. Our inclusion of such links does not, by itself, imply any endorsement of the content on such platforms or of their owners or op-erators, except as disclosed on the Services.

10. Calls and E-Mails

11. Children's Data

11.1. The Services are not intended to be used by children, and we do not knowingly collect any personal information about children. If you are the parent or guardian of a child who has provided us with their per-sonal information, you may contact us using the contact details set out below to request that it be deleted.
11.2. As of the Effective Date of this Privacy Statement, we do not have ac-tual knowledge that we “share” or “sell” (as those terms are defined in applicable law) personal information of individuals under 18 years of age.

12. Security and Retention of Your Information

12.1. Bidco uses appropriate technical, physical, legal and organisational measures, which comply with data protection laws to keep Personal Information secure. This includes securing digital records with pass-word protected databases, data encryption and securing of physical documents in a locked cabinet.
12.2 Any third party (including our service providers) engaged to collect or otherwise process Personal Information on our behalf, are selected carefully and required to use appropriate security measures to protect the confidentiality and security of Personal Information.
12.3. How long we retain your personal information depends on different factors, such as whether we need the information to maintain your account, to provide the Services, comply with legal obligations, resolve disputes or enforce other applicable contracts and policies.
12.4.We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or regulatory requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
12.5. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your per-sonal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, the need to comply with our internal policy and the applicable legal, regulatory, tax, accounting or other requirements.
12.6. Anonymised information that can no longer be associated with you may be held indefinitely.
12.7. Please be aware that no security measures are perfect or impenetra-ble, and we cannot guarantee “perfect security.” In addition, any infor-mation you send to us may not be secure while in transit. We recom-mend that you do not use insecure channels to communicate sensitive or confidential information to us. We do not accept responsibility or liability for the confidentiality, security or integrity of your Personal Data in connection with its transmission over the Internet.

13. Your Rights

1. Right to be informed that we are collecting personal data about you.
2. Right to access personal data that we hold about you and request for information about how we process it.
3. Right to request that we correct your personal data where it is inaccurate or incomplete.
4. Right to request that we erase your personal data noting that we may continue to retain your information if obligated by the law or if we have a legitimate reason to do so.
5. Right to object and withdraw your consent to processing of your personal data. We may continue to process if we have a legitimate or legal reason to do so.
6. Right to request restricted processing of your personal data noting that we may be entitled or legally obligated to continue processing your data and refuse your request.
7. Right to request transfer of your personal data (in an electronic for-mat).

13.2. If you wish to exercise your rights, please contact us using the contact details provided herein below.
13.3. We may need to request specific information from you to help us con-firm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request, to speed up our re-sponse. We will respond to your request in a timely manner as required under applicable law.

14. Complaints

If you feel we have not complied with your right to privacy and other provided rights regarding your personal data, you have a right to com-plain to us using the contact details provided below and we shall en-deavour to resolve such a complaint. You however have the right to contact the Office of the Data Commissioner or such other data super-visory authority in the jurisdiction we operate in.

15. Changes to This Privacy Statement

We reserve the right to update, amend or modify this Privacy Statement from time to time, to reflect changes in our business activities or practices or for other operational, legal, or regulatory reasons. We will post the revised Privacy Statement on the Site, update the “Last updated” date and take any other steps required by applicable law. Any amendment or modification to this statement will take effect from the date of notification on the Safaricom website.

16. Consent

You understand that by using our site services you agree to be bound by this Data Privacy Statement. If you agree to this statement on behalf of an entity, you represent and warrant that you have the authority to bind that entity to our privacy statement, by accessing our site.

17. Contact Information

Should you have any questions about our privacy practices or this Privacy Statement, or if you would like to exercise any of the rights available to you, you can reach us through the contacts below: –

Bidco Africa Limited
General Kago Road
P. O. Box 239 – 01000,
Thika, Kenya

E-mail: bal.dpo@bidcoafrica.com

Statement Effective Date: 26/5/2025

Last updated: N/A